How to organise an Audax ride

An Audax ride needs more than a route and a start time. Build the plan backwards from the ride date: secure the start location, test the route, define checkpoints and arrange the people and equipment needed at each one. Registration, rider information and route warnings should be ready before the final week. On the day, reliable controls, basic bike support, clear directions and a tested GPX file prevent small problems from becoming delays.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Record date and route
2 people
2
Confirm the start location
3
Check route for traffic risks
2 people
4
Determine checkpoints
2 people
5
Prepare directions
6
Create GPX file
7
Check permits
8
Check insurance details
9
Send invitations
2 people
10
Open the registration form
11
Process registrations
2 people
12
Collect dietary requirements
13
Recruit volunteers
2 people
14
Staff the checkpoints
2 people
15
Make reservations
16
Scout the route on site
2 people
17
Close the start list
18
Send participant information
19
Check the weather forecast
20
Update route warnings
21
Prepare race numbers
2 people
22
Prepare check cards
2 people
23
Prepare packages per checkpoint
2 people
24
Check bicycles and car
2 people
25
Do the shopping
2 people
26
Fill coolers
2 people
27
Prepare route files
28
Inspect the start area
2 people
29
Set up tables and chairs
3 people
30
Build party tents
4 people
31
Place the start and finish sign
2 people
32
Place route arrows
4 people
33
Set up checkpoints
6 people
34
Test lighting and power
2 people
35
Set up registration desk
2 people
36
Prepare coffee and tea
2 people

Event

37
Receive participants
4 people
38
Hand out race numbers
3 people
39
Carry out bicycle and safety checks
2 people
40
Give the route briefing
2 people
41
Register start
3 people
42
Staff the checkpoints
6 people
43
Stamp check cards
6 people
44
Hand out water and sports drinks
4 people
45
Serve snacks
3 people
46
Refill drinks
2 people
47
Check route arrows
2 people
48
Support participants by phone
2 people
49
Register finishers
3 people
50
Welcome finishers
2 people
51
Hand out finisher medals
2 people
52
Record deviations and incidents
53
Check in the last participants
2 people

Aftercare

54
Remove route arrows
4 people
55
Take Down Checkpoints
6 people
56
Dismantle the start area
4 people
57
Collect waste
3 people
58
Clean the grounds
3 people
59
Clean tableware and supplies
3 people
60
Count inventory
2 people
61
Store materials dry
2 people
62
Return borrowed materials
2 people
63
Archive route files
64
Securely dispose of participant data
65
Send thank-you message

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 20
Waste binsqty 6
Tableclothsqty 8

Equipment

Coolersqty 6
Kettlesqty 2
Coffee machinesqty 2
Power banksqty 6
Mobile phonesqty 4
Extension cordsqty 4
Power stripsqty 4
Bike pumpsqty 4
Basic bike toolsqty 4

Sports equipment

Route arrowsqty 120
Conesqty 24
Reflective vestsqty 20
Bib numbersqty 180
Bib holdersqty 180
Control cardsqty 180
Stampsqty 8
Finisher medalsqty 180
Bicycle standsqty 12
Spare inner tubesqty 20
Bicycle light setsqty 10
Batteriesqty 24

Tableware

Reusable cupsqty 220
Mugsqty 80
Platesqty 100
Cutlery setsqty 100

Kitchen

Pitcherqty 8
Thermos flasksqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Serving plattersqty 12
Serving spoonsqty 8
Thermal food containersqty 4

Lighting

LED lampsqty 8
Battery lanternsqty 6

Cleaning

Cleaning bucketsqty 4
Spongesqty 12
Microfiber clothsqty 20
Broom setsqty 3
Dustpan and brushqty 3

Safety

First aid kitsqty 3
Emergency blanketsqty 20
Safety vestsqty 12
Barrier tapeqty 6
Flashlightsqty 8

Paper goods

Route mapsqty 200
Pensqty 30
Markersqty 12
Tapeqty 8
Cable tiesqty 300
Clipboardsqty 12

Catering

Groceries

Tips

Record the date and route first, then check the route for traffic risks and scout key sections in person. Do this at least 4–6 weeks before the ride so you still have time to change unsafe sections.
Set the checkpoints before opening registration. For each checkpoint, decide who staffs it, what riders receive and how many packages, cups and control cards are needed; prepare a small buffer rather than shopping on the final day.
Test the GPX file on the devices riders are likely to use and prepare printed directions as a backup. Mark confusing turns with route arrows or cones, especially near checkpoints and busy junctions.
Close the start list several days before the ride and send participant information no later than 48 hours beforehand. Include the start location, route files, checkpoint details, warnings, required lights and a contact phone number.
Pack each checkpoint separately and label it with its location. Check mobile phones, power banks, extension cords, coffee equipment, water, bike pumps, basic tools, spare inner tubes and batteries before volunteers leave for the route.

Frequently asked questions

How far in advance should I organise an Audax ride?: Start planning at least 6–8 weeks before the ride. Confirm the date, route and start location first, then allow time for permits, insurance checks, route scouting, volunteer recruitment and registration.
When should I close registration for an Audax ride?: Close the start list 3–7 days before the ride, depending on how much food, checkpoint material and volunteer coordination you need. Send final participant information at least 48 hours before the start.
How many volunteers do I need for an Audax ride?: Plan at least one responsible volunteer per staffed checkpoint, plus one ride-day coordinator and a backup contact. Add another person at a busy checkpoint if riders arrive in groups or refreshments need serving.
What should I prepare for Audax checkpoints?: Prepare one labelled package per checkpoint, including control cards, stamps, refreshments, reusable cups or mugs and waste arrangements. Pack and check everything 1–2 days before the ride, then verify the supplies again before departure.

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